Recording a purchase invoice and paying it

A purchase invoice is done in two steps: first record the debt (the invoice received), then record the payment when it goes out. Never enter a single "expense against bank" entry: the treasurer's monthly check would flag it.

Example followed in this guide: on 12 November 2026 the club receives invoice no. FA-2026-118 from Aéro-Pièces SARL for €120.00 of small workshop equipment. The club pays it by transfer on 27 November.

Who does what: the office records the invoice as a draft and attaches the PDF; the treasurer posts it then pays it.

Step	Right	Who
Enter the invoice, attach the document	Prepare the accounts	Office or treasurer
Post the invoice	Post an entry	Treasurer
Pay the invoice	Post an entry (the payment is posted in one go)	Treasurer

Before you start: does the supplier exist?

Each supplier has a record (identifier like FO-0012). To check: Membres › Annuaire, screen Fournisseurs / clients, search "Aéro-Pièces".

If it does not exist: + Nouveau fournisseur, fill in the company name and contact, create.

Step 1: open the purchase form

Where: Finance › Achats, tab Factures fournisseurs.

You should see: the entry form, already on the purchases journal (AC). You can also get here with the + Nouvelle facture button of the Fournisseurs tab.

Step 2: fill in the header

Field	In the example
Date écriture	12/11/2026 (receipt date or invoice date)
Libellé	Aéro-Pièces SARL — small workshop equipment
Référence pièce	FA-2026-118 (the supplier's invoice number)
Date pièce	12/11/2026 (the date written on the invoice)

Step 3: enter the two lines

Account	Third party	Debit	Credit
6… Expense (e.g. small tools)	—	120.00
401… Suppliers	Aéro-Pièces SARL		120.00

The expense account (class 6) says what the spending is for. For a lasting investment it is a class 2 account: when in doubt, ask the treasurer.
The supplier line (401) must carry the third party: it is what lets the club follow what it owes each supplier.

You should see: "Écriture équilibrée · 120,00 €".

No VAT

The club is not subject to VAT: enter the invoice's total amount.

Step 4: save and attach the invoice

Enregistrer le brouillon.
In the Pièces jointes block under the lines, add the invoice PDF or photo.

You should see: the Brouillon state and the document in the list.

Step 5: the treasurer posts the invoice

Where: Finance › Achats › Fournisseurs.

The invoice shows with state Brouillon. Open the line to review it (or Modifier).
Click Comptabiliser (same as Post).

You should see: the state becomes À régler. The cards at the top (Factures échues, Total AP à régler, Brouillons) update.

Step 6: pay the invoice

On 27 November the transfer goes out. The treasurer:

Finance › Achats › Fournisseurs, invoice line, Régler button.
In Régler la facture: check the amount (120.00), enter the payment date (27/11/2026), the transfer reference, choose the bank account (512…).
Confirmer le règlement.

You should see: the state becomes Payée. The ERP created and posted in one go the payment entry (debit 401, credit 512) and linked it to the invoice.

The payment has no draft

Unlike the rest of the ERP, the payment is posted immediately. Check the amount and date before confirming. If wrong: reversal (Entering a journal entry).

Special cases

Partial payment. Enter in Régler la facture the amount actually paid. The invoice becomes Partielle and shows what remains.

The payment is already entered (for example imported from the bank statement). Do not enter it again: use Rattacher on the invoice. The ERP lists the supplier's available payments; pick the one that settles the invoice, then Rattacher. The Propositions de rattachement button (top of the list) proposes at once all invoice/payment pairs with the same amount and no ambiguity: untick what does not fit, confirm.

A till receipt paid on the spot (supplies bought in a shop) follows the same rule: invoice first, payment right after. The payment is then made from cash (CS) or bank (BQ).

Invoice received late, for a closed year. See the treasurer: the entry date must fall in an open year.

Finding an invoice again

Finance › Achats › Fournisseurs: the search box accepts a supplier or a reference. The filters Toutes, Brouillons, À régler, Échues, Payées narrow the list; the Ancienneté column shows the age of the debt.

If it does not work

Problem	What to do
No Comptabiliser button	Your role does not have the Post an entry right: leave the invoice as a draft, the treasurer will post it.
No Régler button	It only shows for an invoice that is posted and not yet paid, and needs the Prepare the accounts right.
"Missing capability" or refusal when confirming the payment	The payment is posted in one go: it needs the Post an entry right. Hand over to the treasurer.
"Journal HA (Achats) introuvable"	The purchases journal is not configured: see the administrator.
The supplier is not in the third-party list	Create its record first (see above).
The invoice shows in Breaking control rules	It was entered without a 401 supplier account, or paid directly. Split it into invoice then payment (Entering a journal entry).

Going further

Supplier invoices and supporting documents: full reference and attachments. Treasury: the monthly checks.